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Winston & Strawn LLP · 2 weeks ago

San Francisco - Regional Office Administrator

San Francisco, CA

Full-time

Onsite

Senior Level

$185K/yr - $246K/yr

7+ years exp

Winston & Strawn LLP is a leading global law firm committed to excellence and professional growth. The Regional Office Administrator will manage the day-to-day operations of the Bay Area offices, providing leadership and fostering a service-oriented environment to support attorneys and business professionals.

Law Practice

Growth Opportunities

Responsibilities

Lead and proactively manage the day-to-day operations and administrative services of the Bay Area offices, while fostering a culture of collaboration, client service, and operational excellence

Manage the delivery of Bay Area office operations and administrative support services, including practice coordinators and office services (concierge/hospitality, conference services, mail and copy services)

Ensure that operations, client services, and staffing resources are optimized and meeting attorney and business needs, making recommendations to adjust to changing strategic, attorney and client support needs

Provide leadership, coaching and development of office operations and administrative support teams including hiring, integration, training, coaching, performance and compensation management, engagement, and motivation, and off boarding

Manage attorney and Practice Coordinator assignments and staffing coverage to ensure effectiveness, work-load balance, and best staffing levels to meet practice and support needs

Ensure outsourced business partners are meeting service level agreements and proactively recommend solutions to enhance service delivery and the workplace experience

Maintain relationships with vendors and business partners, ensuring best-in-class service to meet the needs and strategic goals of the offices and the firm

Manage and oversee operational budgets, including capital budget recommendations, staffing plans and compensation recommendations for direct reports

Serve as the main contact for building management and engineering teams to ensure the appearance, condition and operations of the facilities meet firm standards and lease requirements, providing smooth service and an exceptional workplace and office experience

Provide recommendations for future space needs, optimize utilization of current space, and provide strategic advice on individual office assignments

Collaborate on space planning to include layout, plan review, construction RFPs, construction management, and relocations

Work with firmwide and functional leads regarding the purchase of office furniture, furnishings, supplies and equipment as necessary, maintaining local inventory

Facilitate the smooth administrative on-boarding and off-boarding of Bay Area attorneys and business professionals, including acting as a key lead in the administrative integration and off-boarding of lateral partners

Ensure firmwide and local office policies and procedures are followed in an appropriate manner; recommend new policies and procedures when needed

Liaise with HR Business Partners on performance and employee relations issues

Serve as a strategic and tactical advisor to the Office Managing Partners, the Managing Director of Administration – West, and other firm leaders on local and firmwide initiatives, including engagement and workplace experience initiatives

Supports and collaborates with functional leads on projects and initiatives impacting the Bay Area offices, such as IT projects, HR, Attorney Recruiting, and Business Development client events

Oversee community and culture initiatives for Bay Area offices, including Corporate Social Responsibility Programs and Office Social Committees

In collaboration with the Office Managing Partners, manage regular meetings and town hall schedules and agendas, along with playing a key role in Workplace Experience initiatives

Identify issues that may create risk to individuals or the firm, escalating issues and concerns when necessary

Actively participate in local office safety and security initiatives, and the firm’s crisis management, recovery, and business continuity programs, including during an actual business disruption incident impacting a Winston office or the firm

Lead local emergency response teams, including CPR/First Aid Training

Manage building and suite access cards, maintenance, and inventory of emergency supplies, including AED and first aid supplies

Assist HR with responding to ergonomic issues and requests. Recommend changes to improve work environment or working conditions for the purpose of preventing injuries and improving employees' well-being

Function as "second in command" to Managing Director of Administration - West

Other duties and special projects as assigned

Qualification

Administration managementOperations managementFacilities managementHuman resource lawsMS Office SuiteProject managementClient serviceTeam leadershipCommunication skillsDetail-oriented

Required

Bachelor's degree with a minimum of 7 years of experience in administration, operations, and/or facilities management required

OR HS Diploma or GED equivalent with a minimum of 10 years of experience in administration, operations and/or facilities management required

Basic understanding of state and local human resource laws, regulations and requirements is essential

Knowledge of professional services firm best practices that support modern and effective operations and administration

Ability to establish credibility and build strong relationships at all levels of the firm across departments and geographies

Influential with collegial approach and the ability to lead and engage teams with the objective of distinctive client service and the highest level of productivity

Change leadership experience, excellent critical thinking, and decision-making skills

Demonstrated high level of diplomacy, confidentiality, and excellent judgment in navigating sensitive issues

Strong writing and verbal communication, and presentation skills. Ability to effectively tailor communications for different stakeholders

Ability to consistently provide a high level of service to internal and external clients

Ability to recruit, develop and engage business professionals

Detail-oriented with high standards of quality, strong organization, and excellent project management skills

Proficiency in administrative applications that support operations and client work, including MSOffice Suite, including Word, Outlook, Excel, PowerPoint, and Teams

Flexibility to work extended hours when needed

Ability to travel regularly